User Guide for Agents · User Guide for Agents UPOV PRISMA Version 2.4 . Page 2 of 81 Contents 1...
Transcript of User Guide for Agents · User Guide for Agents UPOV PRISMA Version 2.4 . Page 2 of 81 Contents 1...
UPOV PRISMA
User Guide for Agents
UPOV PRISMA Version 2.4
Page 2 of 81
Contents
1 About this guide ________________________________________________________________________ 3
2 Acronyms _____________________________________________________________________________ 3
3 Overview ______________________________________________________________________________ 3
4 WIPO Accounts _________________________________________________________________________ 7
4.1 Create an account __________________________________________________________________ 7
4.2 Forgotten username _______________________________________________________________ 10
4.3 Recovery of a forgotten password ____________________________________________________ 10
5 UPOV PRISMA - Features and Functionalities ________________________________________________ 12
5.1 Home Page_______________________________________________________________________ 12
Header _____________________________________________________________________ 12
Dashboard __________________________________________________________________ 12
Drafter Screen _______________________________________________________________ 17
Agent/Co-agent Admin Screen __________________________________________________ 18
Authorized Signatory Screen ____________________________________________________ 18
5.2 Applications ______________________________________________________________________ 18
Start New Application _________________________________________________________ 18
Copy Application _____________________________________________________________ 28
5.3 User Profile ______________________________________________________________________ 32
5.4 Manage user roles _________________________________________________________________ 36
Add a new user _______________________________________________________________ 36
Update User Role _____________________________________________________________ 37
Inactivate User _______________________________________________________________ 37
5.5 Helpdesk ________________________________________________________________________ 38
6 Application Overview ___________________________________________________________________ 39
6.1 Overview Icons ___________________________________________________________________ 41
View Application ______________________________________________________________ 41
Preview Application ___________________________________________________________ 43
Edit Application ______________________________________________________________ 45
Copy Application _____________________________________________________________ 70
Sign ________________________________________________________________________ 73
Pay_________________________________________________________________________ 73
Delete ______________________________________________________________________ 75
6.2 Overview: Work in a team in UPOV PRISMA ____________________________________________ 76
Application related roles _______________________________________________________ 76
Co-Drafters management ______________________________________________________ 76
Signatories __________________________________________________________________ 78
Agents ______________________________________________________________________ 79
UPOV PRISMA
User Guide
Page 3 of 81
1 About this guide
This guide, which is intended for users of UPOV PRISMA, is divided into three parts:
Part 1 – WIPO ACCOUNTS: explains how to create and manage online user accounts;
Part 2 – UPOV PRISMA - Overview of Features and Functionalities.
Part 3 – UPOV PRISMA – Application data related features;
2 Acronyms
IRN International Reference Number
CPVO Community Plant Variety Office of the European Union (CPVO)
PBR Plant Breeders’ Rights
PVP Plant Variety Protection
NLI National Listing
3 Overview
UPOV PRISMA is a tool to transfer application data from breeders to the selected PVP offices of UPOV members.
The list of participating authorities and crops and species covered is available on-line: http://www.upov.int/upovprisma/en/index.html
Navigation languages can be selected in the header:
The supported browsers for WIPO Accounts and UPOV PRISMA are:
Mozilla Firefox
Internet Explorer
Google Chrome
In order to use UPOV PRISMA, the agent should:
1. Create a WIPO Account (§4) 2. Request a role assignment (§5.4)
At UPOV PRISMA web application level, four roles are identified for agents:
Page 4 of 81
Agent: has the ability to Start a new application, Copy application, View, Preview, Edit, Delete, Sign, and Submit his PBR/NLI application data using the Web application tool. The Agent role is assigned by UPOV PRISMA administrator. The agent can create and assign the role of drafter, authorized signatory and co-agent role.
Co-agent: has the ability to start a new application, View, Edit, Delete, Sign, Submit and Copy PBR/NLI application data using the Web application tool. The co-agent can create and assign the role of drafter and authorized signatory.
Drafter: has the ability to start a new application, Edit, Delete, View and Copy PBR/NLI application data using the Web application tool.
Authorized signatory: has the ability View, Sign, Submit PBR/NLI application using the Web application tool and to pay application fees.
Start Edit Copy Delete View Preview Sign Submit Assigning of Roles
Agent X X X X X X X X Drafter, authorized signatory and co-agent role
Co-agent X X X X X X X X Drafter and authorized signatory
Drafter X X X X X X
Authorized signatory
X X X X
UPOV PRISMA Admin
Agent
assign
Co-agent DrafterAuthorized Signatory
assign
assign
assign
assign
assign
At application data level, two roles can be assigned:
Co-drafter: has obtained the authorization from other drafters/agents/co-agents to edit their application data. This role is set per application data by the owner of that application data. The owner is the person who started the application data. The application data agent can also set this role if he/she has obtained the draft permission.
Application data signatory: has obtained the authorization from other owners to sign their application data. The drafter should be able to assign this role from a list of authorized signatories (already authorized by the agent). This role can also be set by the application data agent if he/she has obtained the “sign, pay and submit” permission.
UPOV PRISMA
User Guide
Page 5 of 81
Start Edit Copy Delete View Preview Sign Submit Assigned By
Co-Drafter X X X
Application data owner: Agent, co-agent or drafter
Application data agent with draft permission.
Application data signatory
X X X X
Application data owner: Agent, co-agent or drafter
Application data agent with “sign, pay and submit” permission.
Applcation data owner:
Agent/Co-agent/drafter
Co-drafterApplication data
signatory
assign assign
3. Complete their user profile (§5.3) 4. Access the home page (§5.1)
From the Home page, depending on their role (see table above), the user can navigate through the different pages as described below:
Page 6 of 81
Create a WIPO
account (§4)
If Role
assigned
(§5.4)
User Profile
(§5.3)Yes
Unknown User
No
Home Page
(§5.1)
Start New
Application(§5.
2.1)
Complete the
form (§6.1.3)
Export
(§6.1.3.6)
Save
(§6.1.3.7)
Cancel
(§6.1.3.8)
Submit
(§6.1.3.9)
Copy
Application
(§6.1.4)
View (§6.1.1)
Edit (§6.1.3)
Sign (§6.1.5)
Pay (§6.1.5)
Delete (§6.1.6)
Application
Overview(§6)
Preview
(§6.1.2)
Copy
Application
(§5.2.2)
Co-Drafters management
(§6.2.2)
Sigantories (§6.2.3)
Agents (§6.2.4)
UPOV PRISMA
User Guide
Page 7 of 81
4 WIPO Accounts
The World Intellectual Property Organization (WIPO) assists UPOV in financial and administrative matters (see document UPOV/INF/8).
The WIPO Accounts portal enables users to create and manage their WIPO user account, which is required in order to access UPOV PRISMA.
Note: Please note that the same e-mail address cannot be used with more than one user account.
4.1 Create an account
To create a user account:
1. Open the browser and enter the URL: https://www3.wipo.int/upovprisma
2. Click on “Create account”. The “Create an account” screen is displayed.
Note: All fields marked with ‘*’ are mandatory and must be completed. For the purpose of UPOV PRISMA and in order to facilitate collaboration with your colleagues (of the same legal person: e.g. company, public institute), you must provide Company/Organization information.
Page 8 of 81
3. Enter a Username of your choice. The username must contain at least four characters.
Note: If the Username you have entered already exists for another WIPO account user, the message ‘Username is already in use’ will be displayed. Please create a different Username that does not yet exist in the system.
Note: Although the address field is not compulsory, it is recommended to complete the information to avoid having to retype your address in the application form in UPOV PRISMA.
4. Enter the e-mail address to which you want UPOV PRISMA notifications to be sent in the ‘E-mail’ field and confirm it by typing it again in the ‘Confirm e-mail’ field.
Note: It is important to type your e-mail address correctly, since, in order to validate the creation of your user account, an e-mail will be sent from ‘[email protected]’ containing a web link that you will need to click on to validate your account. Please check your spam/junk filters if you do not receive the e-mail in your mailbox.
5. Enter a password of your choice in the ‘Password’ field and confirm it in the ‘Confirm Password’ field.
Note: The password must be at least eight characters long and must contain at least one numerical character. When choosing your password, please bear in mind that the password field in the login screen is case sensitive.
6. Enter the verification characters that appear in the text box in the Characters field below.
7. Once all required fields have been completed click on ‘Create account’.
8. The ‘Validate user account’ screen is displayed.
9. In order to validate the creation of your user account, an e-mail will be instantly sent from ‘[email protected]’ containing a web link. This e-mail will be sent to the e-mail address provided during the account creation process; therefore it is important to indicate a valid e-mail address. The account will be validated once you have clicked on the URL.
UPOV PRISMA
User Guide
Page 9 of 81
10. Click the link in the e-mail to validate the creation of your user account.
11. Your account has now been activated.
12. Enter your username and password. The following screen indicates that you are correctly authenticated but you are not authorized to access UPOV PRISMA.
13. In order to be authorized to access UPOV PRISMA, you need to communicate your username to:
If your company already has an AGENT ACCOUNT in UPOV PRISMA, contact the colleague responsible for the company/organization agent account.
If your company does NOT have an AGENT ACCOUNT in UPOV PRISMA, contact UPOV PRISMA admin and complete the contact form in order to request access as an agent. You need to attach a signed document from an appropriate person within your company/organization.
14. Once you receive a confirmation message from UPOV PRISMA, re- access the UPOV PRISMA. The home page will be displayed.
Page 10 of 81
4.2 Forgotten username
If you have forgotten your username:
1. Click on the “Forgotten username?” link.
2. You will be redirected to the “Forgotten username” screen.
3. Enter your e-mail address in the corresponding field, making sure to type the e-mail address correctly.
4. Enter the “Verification” characters in the text box displayed below the characters.
5. Click “Resend Username”. An e-mail will be sent to you with your username.
4.3 Recovery of a forgotten password
If you have forgotten your password you can recover it by clicking on “Forgotten password?”
1. Enter your Username, e-mail address and the verification characters in the corresponding fields.
UPOV PRISMA
User Guide
Page 11 of 81
2. Click on “Reset Password.”
3. An automatic e-mail from [email protected] is instantly sent to the e-mail address indicated in your account profile containing web link that will allow you to reset your password.
4. Click the link in the e-mail to go to the “Reset password” screen.
5. Type and confirm the new password and click on “Reset password”.
6. A message is displayed to confirm that the password has been reset successfully.
Page 12 of 81
5 UPOV PRISMA - Features and Functionalities
Now, you have created your WIPO Account (§4) so you can access UPOV PRISMA.
5.1 Home Page
Header
The header includes:
1. : UPOV PRISMA logo, click on it to load the Home page from any page of UPOV PRISMA;
2. : Access to two functions: New application and Copy application;
3. : Edit your Agent profile;
4. : Manage general roles;
5. : This button takes you to the UPOV website where you can find all the information about UPOV PRISMA, including PVP office procedures;
6. : Specifies the username you are using for logging in;
7. : To select one of the supported languages;
8. : Exit UPOV PRISMA;
9. : Use this function to write questions directly to UPOV PRISMA team.
Dashboard
In the Dashboard you are able to view the list of the applications you have started and/or submitted. In addition, the list also includes the applications for which you are a “Co-drafter”, “Application data signatory” or “Application data agent” (in case this function has been assigned to you).
Applications are divided into five tabs depending on their status:
a. In Progress: includes Pending applications and Pending copy applications. i. Pending: The application data is drafted from scratch, saved but not yet
submitted; ii. Pending Copy: The application data is drafted based on an existing
application data provided for the same variety but for other authorities, saved but not yet submitted;
b. Submitted: The application data is transferred/made available to the designated PVP office;
c. Imported : The data is imported (by user) to UPOV PRISMA from PVP office system. d. Combined: The “combined application data” combines all the provided answers per
variety as identified by the breeder’s reference. e. Assignment invitation: The applications where you have been invited to work on
(§5.1.2.4)
UPOV PRISMA
User Guide
Page 13 of 81
The following information is displayed and could not be modified:
1. International Reference Number (IRN): Identifier assigned by the UPOV PRISMA system. It follows WIPO ST.13 standard for application numbers. It identifies a variety. When the same variety is submitted for different authorities, all corresponding application data will be assigned the same IRN. However, the IRN is unique per PVP office. Therefore, for the same PVP office, it is not possible to get more than one application data assigned the same IRN;
2. Application data for: PBR or National Listing 3. Modified On: Date when the application data is updated; 4. Only for “Submitted” Tab: Date of Submission: Date when the application data is
submitted ; 5. Crop: The crop to which the candidate variety belongs; 6. Proposed Variety Denomination: The denomination proposed by the submitter for the
candidate variety; 7. Breeder’s Variety Reference: This reference is provided by the submitter if required by the
PVP office. In this case, it is included in the application data transferred to the PVP office. If provided, the variety breeder’s reference should match the submitter’s own reference;
8. Authority: The PVP Office to which the application data is transferred; 9. Only for “Submitted” Tab: Status: After submission, the default status is “Submitted”.
Once the PVP office acknowledge receipt of the application data, it turns into “Received”.
5.1.2.1 Search
It is possible to search by International Reference Number (IRN), Proposed Variety Denomination and Breeder’s Variety reference. For that,
1. Enter the text in the box above the column. 2. The results are displayed on the fly.
5.1.2.2 Filter
It is possible to filter by “Application data for”, Crop, Authority and Status (in the “Submitted” tab).
The list of available values is displayed in the drop down list above the column.
Crop
Note: In the drop down menu, you can only see the crops that you have submitted an application for.
Page 14 of 81
Authority
Clear the filters You can clear all the set filters by clicking on the “Clear all filters” button on the top right of the filter bar.
5.1.2.3 Sort
It is possible to sort by all the columns in the dashboard (except action column).
1. Click on the column name (Date of Submission).
2. The dashboard is sorted in ascendant order.
3. Click again on the column name (Date of Submission).
4. The dashboard is sorted in descending order.
UPOV PRISMA
User Guide
Page 15 of 81
5.1.2.4 Assignment Invitations
1. When the breeder chooses you to invite you to accept an assignment at application data level, you
receive an email.
2. In the dashboard, click on “Assignment invitations” tab. The application data will appear.
Page 16 of 81
3. Click on the green check to accept or on the cross red to decline.
4. Click on OK to confirm your choice.
5. The list of authorities in which you are authorized to operate, will be updated.
UPOV PRISMA
User Guide
Page 17 of 81
6. An email will be sent to the breeder.
7. Once the breeder specifies the permissions (Draft, Sign, Pay and Submit) he/she would like to delegate, you will be able to access the application data.
Drafter Screen
If you are a “Drafter”, you can click on one the following buttons:
1. : to start a new application from scratch (§5.2.1)
2. : to start an application based on existing application data (§5.2.2)
3. : to update user profile (§5.3)
Note: Your “In progress” applications’ data are the applications’ data you created. The Co-drafter of an application data is not the owner. Therefore, they cannot assign other Co-drafters to that application data.
Page 18 of 81
Agent/Co-agent Admin Screen
If you are an “Agent” or a “Co-agent Admin”, you can click on one the following buttons:
1. : to start a new application data from scratch (§5.2.1)
2. : to start an application based on existing application data (§5.2.2)
3. : to assign roles to the persons of the same company/organization (§5.4)
4. : to update user profile (§5.3)
Authorized Signatory Screen
If you are a “Signatory”, you can click on:
: to update user profile (§5.3)
5.2 Applications
You can start a new application or copy application from the Header.
Start New Application
You can start a new application either by clicking on the “Application” button in the header (available from all the pages in UPOV PRISMA) or the yellow button “Start a new application” on the Home page.
5.2.1.1 Start a new application from scratch
As an “Agent”, in order to start a new application from scratch:
1. Click on “Start a new application” button.
UPOV PRISMA
User Guide
Page 19 of 81
2. The settings screen is displayed:
3. Complete the following information:
Select Crop/Species: You have two options for selecting crop/species. You can either search among the crops/species with previous applications or search among all crops/species. Search for the crop/species via one of the two options mentioned above. If you search among the crops/species with previous applications, you can choose the crop/species from the drop down menu. The drop down list is limited to the crops in which you have already related application data. If you search among all crops/species, you can enter in the Search box the botanical name, common name or UPOV code.
The list of results is displayed. If there is more than one result, you can see all the results in the drop down menu. The crops/species with the previous applications follow the same name pattern: Botanical name (Common name: TG reference). The crops/species are listed in alphabetical order.
There are two possible result options:
i) More than one TG responds to the searching string. In the drop down menu you can choose the TG. Once you choose the TG, the common name is displayed in the last box.
Page 20 of 81
ii) Only one TG responds to the searching string. The TG is automatically used – the botanical name and the common name (if exists) are displayed.
Note: If a crop does not have a TQ form, the generic form will be used which does not include any guidance about characteristics and corresponding states of expression.
UPOV PRISMA
User Guide
Page 21 of 81
If necessary, the user can add or update the common name.
b. Select Authority: When you choose a crop, the list of authorities supporting that crop in UPOV PRISMA is updated automatically. Choose one of the supporting authorities; c. Submitters’ Own Variety Reference: If the designated authority requests Breeder’s reference, this field is optional. If not it becomes mandatory – in this case a pop-up window will remind you to add the Reference should you omit;
d. Select Language for answers (Application Form, Technical Questionnaire): Choose one of the
accepted languages if the PVP office accepts more than one language. The list of questions is updated based on the chosen PVP office and the required language for answers will be indicated.
e. Upload Existing Data (ZIP): Keep this field empty if you want to start the application data from scratch.
4. Click on “Start”.
Page 22 of 81
5. The forms (application form and technical questionnaire) are generated (§6.1.3).
6. An email notification with information about application procedure in the selected authority
and crop is sent to the application data owner.
5.2.1.2 Start a new application from existing data
As a “Drafter”, an “Agent” or “Co-agent”, in order to start a new application from existing data:
1. Click on “Start a new application data” button.
UPOV PRISMA
User Guide
Page 23 of 81
2. The settings screen is displayed:
3. Complete the following information:
a. Select Crop/Species: Choose one of the crops/species with previous application. You can choose the crop/species from the drop down menu. Write the first letter of the crop/species you are looking for and all the crops/species starting with this letter will be displayed.
b. Select Authority: When you choose a crop, the list of PVP offices supporting that crop in UPOV PRISMA is updated automatically. Choose one the supporting authorities;
c. Submitters’ Own Reference: If the designated PVP office requests the Breeder’s reference, this field is optional. If not it becomes mandatory – in this case a pop-up window will remind you to add the Reference should you omit;
d. Select Language for answers (Application Form, Technical Questionnaire): Choose one of the accepted languages if the PVP office accepts more than one language. The list of questions is updated based on the chosen PVP office and the required language for answers will be indicated.
e. Upload Existing Data (ZIP): Only ZIP file is accepted. It should include at least one XML file (Application Form and/or Technical Questionnaire) and/or a set of attachments. The accepted file formats are restricted to PDF, JPEG and PNG. If other formats are inserted, an error message should be displayed. The XML data should be valid against the PVP-XML schema (Application Form and/or Technical Questionnaire).
Page 24 of 81
4. Complete the Submitter’s own reference and click on “Start”.
5. The result of data validation is displayed: a. Zip is valid” means that the XML data is valid against PVP-XML schemas and the
attachments are declared in the XML.
b. “Zip is not valid” means that the XML data is not valid against PVP-XML schemas and/or there are undeclared attachments.
UPOV PRISMA
User Guide
Page 25 of 81
You can click on view details to check the XML validation:
Even if the data is not valid against the last version of PVP-XML schema, it is possible to continue. Some of your data cannot be imported correctly. Click on OK to continue.
In case of missing attachment:
Page 26 of 81
In case of more attachments than expected, you can choose to continue and ignore the non-declared attachments.
6. Click on Continue.
7. The forms (application form and technical questionnaire) are generated.
8. Some questions are prefilled based on the uploaded data. The others should be answered.
Note: A green tick signifies that all mandatory questions have been answered. The red
exclamation mark signifies that some information is missing and needs to be added. (More on that in the chapter 6.1.3)
5.2.1.3 Start a new application for National listing
As an “Agent”, in order to start a new application for National listing:
1. Click on “Start a new application data” button.
UPOV PRISMA
User Guide
Page 27 of 81
2. The settings screen is displayed:
3. Complete the following information: a. Select Crop/Species: Choose one of the supported crops as explained above. b. Select National Listing Authority: When you choose a crop, the list of National
Listing authorities supporting that crop is updated automatically. Choose one the supporting National Listing authorities;
a. Submitters’ Own Reference: If the designated National listing authority requests the Breeder’s reference, this field is optional. If not it becomes mandatory – in this case a pop-up window will remind you to add the Reference should you forget;
c. Select National Listing and/or PBR
d. Select Language for answers (Application Form, Technical Questionnaire): Choose
one of the accepted languages if more than one language is accepted by the authority. The list of questions is updated based on the chosen authority and the required language for answers will be indicated.
Page 28 of 81
4. Complete the Submitter’s own reference and click on “Start”. The National Listing chapter contains all national listing specific questions.
Copy Application
In order to maximize the reusability of existing applications, you can click on Copy Application in the Header and indicate the settings of the target application:
It is possible to copy any application data which fulfils the following requirements:
You are the owner of this application data; This application data should be imported, submitted or combined.
1. Complete the new application data parameters following the same instructions as in the previous chapter (Start new application).
UPOV PRISMA
User Guide
Page 29 of 81
2. Search all crops/species: You can choose other crops if necessary. 3. Click on “See Recommendations”:
Note: Only applications in which the agent is the owner are displayed. It is not allowed to copy applications in which the agent has application data agent role.
Page 30 of 81
4. Click on “Copy”.
If the original application and the new application have:
Same Authority/ Same Crop/ Same application type (PBR or National Listing): A pop up window will be displayed inviting the user to choose if they wish to keep the same breeder’s reference (and therefore override the original application data) or not. The user should be informed that if the same breeder’s reference is used, the original application data will be removed from the database. The same IRN is used for the new application data. If you choose “Withdraw the original application data”: In case of submitted application, an email will be sent to the authority to inform them that the application is withdrawn. In all cases (submitted, imported, in progress applications), the original application data is removed. If you choose, “Use a different breeder’s reference”: The IRN is not taken over (it is displayed as NA). You have to save your application and choose to include it in the combined application data. The breeder’s reference is empty and needs to be added.
Different authorities/Same Crop: A pop up window will be displayed inviting the user to choose if he/she wants to keep the same breeder’s reference (and therefore keep the same IRN) or not. If a different breeder’s reference is used, a new IRN is assigned to the new application data.
UPOV PRISMA
User Guide
Page 31 of 81
Same authority/ different crops: the new application data will have a different IRN.
Different authorities/different crops: the new application data will have a different IRN.
5. Click on “Yes”, the form will be generated including prefilled questions
6. It is possible to edit, save and submit a copied application data in the same way as for new application data.
Page 32 of 81
5.3 User Profile
The first time you access UPOV PRISMA, you need to complete your user profile. Some information are captured from the information you have already provided when you created your WIPO Account (§4). The system will automatically take you to the page where you can complete the missing information. If you want to update your profile or access this page later, you can find it in the header (Edit Agent profile).
1. After clicking on the button, the following page is displayed:
2. Complete the required information and indicate in which Authority(ies) you operate. Country-specific restrictions are applied. For example, an agent cannot select Australia if he/she does not have an address in Australia or New Zealand. If you choose to tick the box “Would you like to appear in the list of available agents for all breeders?”, your contact details will then appear in the list of agents associated with that Authority(ies) and will enable breeders to find your contact details if they are seeking an agent. Click on “Save”.
UPOV PRISMA
User Guide
Page 33 of 81
3. If you would like to use UPOV PRISMA to transfer your application data to the Community Plant Variety Office of the European Union (CPVO), it is mandatory to link your WIPO account with your CPVO account. To do that click on “Link your WIPO account with your CPVO account” button.
4. Enter your CPVO username and password and click on “Authenticate and Link” button.
Page 34 of 81
5. A popup message that indicates you have successfully linked your WIPO account with your CPVO account appears.
6. If you are an agent, you can set reminders for priority and novelty alerts. For that, click on “Priority/Novelty notifications management” button.
7. A popup window is displayed. In order remove existing reminders, click on .
UPOV PRISMA
User Guide
Page 35 of 81
8. In order to add a new reminder, insert a number and choose day(s), month(s) or year(s) from the
drop down list and click on “ ”. Three types of reminders are available:
Priority;
Novelty in the territory of first commercialization and
Novelty outside the territory of first commercialization.
9. Click on “Save” to save your reminders.
Note: Year(s) option is only available for novelty outside the territory of first commercialization.
Page 36 of 81
5.4 Manage user roles
If you are an agent/co-agent, you can assign roles. In order to assign roles, click on “User Role Management” button that you can find in the Header.
For an agent/co-agent the list of existing authorized users is displayed. The list is restricted to the persons of the same company/organization.
Add a new user
1. If you would like to add a new user to the system, click on “Add User” button.
2. Enter the username and click on icon.
UPOV PRISMA
User Guide
Page 37 of 81
3. User details are displayed. Select the role you would like to assign: Co-agent (only if you are an agent), Drafter or Authorized signatory.
Update User Role
In order to update user role, click on “Update User Role” link.
User details are displayed. Select the role you would like to assign. Depending on your role, the list of possible roles is different (see table above).
Inactivate User
If a user has no longer the need to access the system, the admin can inactivate him. For that,
1. Click on “Update User Role” link;
2. Choose “Inactive” in the list of available roles.
Page 38 of 81
5.5 Helpdesk
Use the Helpdesk function to write questions directly to UPOV PRISMA team. Click on the envelope icon in the right top corner to open the form.
If the UPOV PRISMA team is online, you can ask your question in the live chat. If the UPOV PRISMA team is offline, you can fill in the form with you name, email address and your question and click on “Submit” button. The email will be sent to the UPOV PRISMA team. You will receive the reply by email.
UPOV PRISMA
User Guide
Page 39 of 81
6 Application Overview
To access the Overview of the application, go to the UPOV Dashboard (Home page) and click on the IRN of the application you want to work on.
The displayed page will offer an overview of the application and the permissions. At the bottom of the Overview you can see the Status of the application in yellow.
On the top of the overview, you have icons for different functions: View, Preview, Edit, Copy, Pay, Sign and Delete. The list of possible icons depends on the person’s role. It is summarized in the tables below.
In progress applications
View Preview Edit Copy Pay Sign Delete
Agent/ Co-agent
X X
X X*
X X X
Drafter X X X X* X
Co-Drafter
X X
X
Signatory X X X X
* Only if the user is the owner of the application (the one who started the application)
Page 40 of 81
Submitted applications
View Preview Copy Pay
Agent/ Co-agent
X X X*
X
Drafter X X X*
Co-Drafter X X
Signatory X X X
Imported applications
View Preview Copy Pay Delete
Agent/ Co-agent X X X* X X
Drafter X X X* X
Co-Drafter X X
Signatory X X X
* Only if the user is the owner of the imported application (the one who imported the application from the PVP online system)
On the left, you have options for working in a team, Co-Drafters Management and Signatory. The list of possible options depends on the person’s role. It is summarized in the tables below.
In progress applications
Co-Drafters Management
Assign Application Signatory
Agent/ Co-agent
X X
Drafter X X
Co-Drafter
Signatory
Submitted applications
Co-Drafters Management
Assign Application Signatory
Agent/ Co-agent
X X
Drafter X X
Co-Drafter
Signatory
UPOV PRISMA
User Guide
Page 41 of 81
Imported applications
Co-Drafters Management
Assign Application Signatory
Agent/ Co-agent
X X
Drafter X X
Co-Drafter
Signatory
6.1 Overview Icons
View Application
By clicking on the View icon the message will show to ask if you want to save the PDF.
Decide if you want to open or save the document and click OK. The PDF will open in a new window. For security reasons, the generated PDF for pending application data contains a watermark (UNAUTHORIZED).
Page 42 of 81
Here is presented just the first page of the PDF. The questions are generated in the chosen navigation language.
UPOV PRISMA
User Guide
Page 43 of 81
Preview Application
By clicking on the Preview icon the message will show to ask if you want to save the PDF.
Decide if you want to open or save the document and click OK. The PDF will open in a new window. For security reasons, the generated PDF for pending application data contains a watermark (UNAUTHORIZED).
Page 44 of 81
Here is presented just the first page of the PDF. The questions are generated in the chosen output form language.
UPOV PRISMA
User Guide
Page 45 of 81
Edit Application
By clicking on the Edit icon you can resume editing the Application Form, Technical Questionnaire and the Declaration And Signature section. The form will be loaded with all the answers you have already provided.
The level of editing permitted depends on your role:
a. If you are an application agent, you can edit “Declaration and Signature” chapter only if the breeder has authorized you to sign the application.
b. If you are the application owner (the one who started the application), you can edit all chapters
The generated form page is composed of:
6.1.3.1 Header
The header includes information provided in the ”Start a new application” page. The first time the form is generated, the placeholder for the IRN is empty.
After saving the application data and including it in the combined application data, an IRN is generated by the system (§6.1.3.7). The next time you access your application data, the IRN will be displayed as following:
6.1.3.2 Chapters
The original form questions are split into standard chapters for all PVP offices.
Questions
Page 46 of 81
The questions are divided in three sections – Application Form, Technical Questionnaire and Declaration And Signature section.
Mandatory questions
If the mandatory questions of a specific chapter are not answered, the is displayed before the chapter name. The user should click on the chapter name in order to complete the questions of that specific chapter.
Translation alert If the output form language is different from the selected navigation language, the translation icon
is displayed next to each chapter to indicate whether breeder should check or not the answers. Red letter means translation is needed and the green letter means the translation is not needed.
UPOV PRISMA
User Guide
Page 47 of 81
Once checked, the user can turn the red icon to green. With a right click on the chapter name, the little menu displays where the user can select Check translation.
Buttons
The available buttons (Export, Save, Submit and Cancel) depends on the person’s role.
A drafter can choose to: 1. Export: It allows saving in a local drive all the filled information (§6.1.3.6) 2. Save: The filled information is captured in XML and stored in the database in an encrypted
format (§6.1.3.7) 3. Cancel: The information will not be saved. You will be redirected to the home page (§6.1.3.8)
Page 48 of 81
An “Agent” or a “Co-agent” or an “Authorized signatory” can choose to: 1. Export: allows saving in a local drive of all the filled information (§6.1.3.6) 2. Save: The filled information is captured in XML and stored in the database in an encrypted
format (§6.1.3.7) 3. Cancel: The information will not be saved. You will be redirected to the home page (§6.1.3.8) 4. Submit: The application data is transferred to the designated PVP office (§6.1.3.9)
UPOV PRISMA
User Guide
Page 49 of 81
6.1.3.3 Application Form
6.1.3.3.1 APPLICANT(S)
The information completed in the user profile (§5.3) is retrieved and used to complete the corresponding questions in APPLICANT(S) chapter.
1. Complete at least the mandatory fields.
Note: Mandatory fields (*) are marked in Red.
Page 50 of 81
2. Some specific rules are provided for information. Click on “**” link in order to see details.
3. In case of multiple applicants, click on “Add Applicant” button.
UPOV PRISMA
User Guide
Page 51 of 81
4. If you want to remove the added applicant, click on “Remove” button.
6.1.3.3.2 REPRESENTATIVE(S)/AGENT(S)
In case of multiple representatives, click on “Add Representative”. If you want to remove the added representative, click on “Remove”.
6.1.3.3.3 BREEDER(S)
In case the breeder is the applicant, for some PVP offices, it is possible to link them to the corresponding applicant. For that:
1. Choose the option “Breeder is the applicant” and click on “Browse applicants”:
2. The list of previous applicants is displayed:
3. Select an applicant and click on “Continue”.
Page 52 of 81
4. The breeder is now linked to the chosen applicant.
5. In the case of multiple breeders, click on the “Add Breeder” button.
6. If you want to remove the added breeder, click on “Remove” button.
UPOV PRISMA
User Guide
Page 53 of 81
6.1.3.3.4 CORRESPONDENCE ADDRESS
Some UPOV members have questions related to the “Correspondence Address” chapter.
6.1.3.3.5 DENOMINATION
Note: In UPOV PRISMA, the breeder’s reference identifies a variety. Application data for the same variety can be used with different PVP offices with different denominations, although the same denomination should be proposed for all PVP offices in the first instance. In order to reuse answers of existing application data for the same variety, the “combined application data” combines all the provided answers per variety as identified by the breeder’s reference. For this reason, it is recommended to provide the same breeder’s reference for all application data of the same variety.
1. Provide an existing breeder’s reference for the same authority and crop.
2. Click on “Save”, an error message is displayed. It invites you to provide another breeder’s
reference.
In some PVP offices, the breeder’s reference is not requested. For this reason, the submitter’s own variety reference is requested at Settings page (§5.2).
In case you provide the submitter’s own variety reference for PVP offices requesting the breeder’s reference, the data provided in filled in automatically in the form and it is not editable.
Page 54 of 81
6.1.3.3.6 OTHER APPLICATIONS
In order to add multiple applications, click on “Add” button.
6.1.3.3.7 PRIORITY CLAIM
If no other application data is inserted in OTHER APPLICATIONS chapter, it is not possible to select “Yes” as answer to the question related to Priority claim. Answer “No” will be selected automatically.
UPOV PRISMA
User Guide
Page 55 of 81
6.1.3.3.8 NOVELTY
If you choose “Yes” to the question “Has the variety been sold?” the following questions are displayed.
In the designated PVP office, the date of first commercialization should not be more than one year after the filing date or priority date, if applicable. You can not select a date prior to one year.
Outside the designated PVP office, the date of first commercialization should not be earlier than four years before the filing date, or priority date, if applicable (except for trees and vines, for which the date should not be earlier than six years before the filing date. It is necessary to check with each PVP office as to which crops are considered as trees and vines).
Page 56 of 81
6.1.3.3.9 TECHNICAL EXAMINATION
In order to add technical examinations, click on “Add Technical Examination” button. The following page will be displayed.
In order to add another Technical Examination, click on “Add Technical Examination” button. In order to remove already inserted Technical Examination, click on “Remove” button.
6.1.3.4 Technical Questionnaire
6.1.3.4.1 BREEDING SCHEME
6.1.3.4.2 VARIETY CHARACTERISTICS
UPOV PRISMA
User Guide
Page 57 of 81
6.1.3.4.3 VARIETY COMPARISON
Select a characteristic among the list of characteristics.
The drop down list for the state of expression of the candidate variety and the most similar variety is automatically populated.
If you select the same value for the candidate variety and most similar variety, a pop up window informs you to select a different value.
Choose another value and complete the denomination of the most similar variety.
Page 58 of 81
In order to add a new comparison, click on “Add” button.
You can complete the characteristic as well as the different state of expression using free text information.
You can remove the comparison by clicking on the in front of it.
6.1.3.4.4 PLANT MATERIAL INFORMATION
UPOV PRISMA
User Guide
Page 59 of 81
6.1.3.4.5 ADDITIONAL INFORMATION
6.1.3.4.6 GMO INFORMATION
Note: If you answer “Yes” to the question related to GMO, please provide the required file in the Attachments chapter.
Page 60 of 81
6.1.3.5 Declaration and Signature
6.1.3.5.1 DECLARATION AND SIGNATURE
Only if you are the owner (the one who started the application), or if you are authorized by a breeder, can you complete this chapter.
6.1.3.5.2 ATTACHMENTS
Upload the required attachments.
If the attached file type is different from JPG, PNG, PDF, a pop up window appears.
UPOV PRISMA
User Guide
Page 61 of 81
Note: It is also allowed to attach a zip file composed of multiple files (JPG, PNG, and PDF).
If you attach the same file twice:
Attach the correct format.
To remove an attachment, click on the next to it.
Page 62 of 81
6.1.3.6 Export
In order to download and store the information in a local drive:
1. Click on Export
2. Open the downloaded file: It is a zip file that contains:
Encrypted XML Application Form data
Encrypted XML Technical Questionnaire data
Attachments if any
Note: File name conventions are used for the zip file and XML files:
1. The zip file name is a concatenation of the PVP office Code (e.g. BO), “_” and the four fist letters of the UPOV code for the chosen crop.
2. The application form file name is a concatenation of the language code used for answers (e.g. ES), “-“, “ApplicationForm”
3. The technical questionnaire file name is a concatenation of the language code used for answers (e.g. ES), “-“, “TQForm”
6.1.3.7 Save
In order to save the information in the database in an encrypted format:
1. Click on Save 2. A Warning message will pop up to invite to include if you wish the information in the combined
application data of the candidate variety.
3. A confirmation message will confirm that the application data has been successfully saved.
UPOV PRISMA
User Guide
Page 63 of 81
4. Click on Home in the header
5. The saved application data will appear in the dashboard as “In Progress”.
Note: After saving, the application data appears as “IN PROGRESS” in your dashboard. If you are assigned the “Co-Drafter” role on this application data, you will see it also in your dashboard even if you have not started that application.
6.1.3.8 Cancel
Unsaved information will be lost. A dialog will pop up in order to confirm that.
6.1.3.9 Submit
When all mandatory questions are completed, the green check appears next to the corresponding chapter. You can submit your application data only when all the chapters get the green check.
In order to submit your application data:
1. Click on Submit, you are invited to review your application data in the output format and language required by the authority.
Page 64 of 81
2. Click on Next, the UPOV PRISMA disclaimer is displayed. You need to click on “I agree” in order to submit your application data.
UPOV PRISMA
User Guide
Page 65 of 81
3. A pop up message indicates that you have successfully submitted your application data.
4. Click on OK. The payment details will appear:
In the above case, the application fees should be paid directly to the designated PVP office. Only the UPOV PRISMA payment is requested.
You can choose to pay by bank transfer or by credit card.
In the context of promotional campaigns, UPOV may distribute voucher codes that could be used to apply discounts on UPOV PRISMA Fees. If the discount is 100%, you will not be redirected to WIPO payment gateway.
5. In case the total amount is different from 0 , click on “Continue”.
Page 66 of 81
6. You will be redirected to the WIPO payment gateway. Click on OK.
7. Click on “Send” in order to receive the payment details.
8. Check your mailbox.
UPOV PRISMA
User Guide
Page 67 of 81
The received email contains also the invoice with the bank details information.
9. Click on Go back to go back to the UPOV PRISMA Web application data.
10. In the dashboard, you can see that your application data has been submitted.
Note: It is not possible to remove or edit submitted application data.
Page 68 of 81
11. Check your mailbox.
The email notification is sent to the PVP office if requested. If not, it will only be sent to the “submitter” of that application data. In the provided link, only the PVP office and the applicant(s) can download the application data in a secure way after authentication.
Note: The “submitter” is the person who submitted the application data. It should have either the role
of “authorized signatory”, “co-agent” or “agent”.
Another email notification with information about next steps in the selected authority and crop is sent to all users involved in drafting the application data.
The provided PDF contains questions in the accepted language for answers set by the Breeder in the Settings page (§5.2).
UPOV PRISMA
User Guide
Page 69 of 81
Page 70 of 81
Copy Application
By clicking on the Copy icon you can copy directly the application you have selected.
The screen is prefilled with the settings of the original data.
You have different options when copying the application:
Same Authority/ Same Crop/ Same application type (PBR or National Listing): A pop up window will be displayed inviting the user to choose if they wish to keep the same breeder’s reference (and therefore override the original application data) or not. The user should be informed that if the same breeder’s reference is used, the original application data will be removed from the database. The same IRN is used for the new application data.
If you choose “Withdraw the original application data”: In case of submitted application, an email will be sent to the authority to inform them that the application is withdrawn. In all cases (submitted, imported, in progress applications), the original application data is removed. If you choose “Use a different breeder’s reference”: The IRN is not taken over (it is displayed as NA). You have to save your application and choose to include it in the combined application data. The breeder’s reference is empty and needs to be added.
UPOV PRISMA
User Guide
Page 71 of 81
All other answers are taken over from the original application.
Different authority/Same Crop: A pop up window will be displayed inviting the user to choose if he/she wants to keep the same breeder’s reference (and therefore keep the same IRN) or not. If a different breeder’s reference is used, a new IRN is assigned to the new application data.
If the same breeder’s reference is used, the same IRN (as in the original application) is displayed in the header.
Page 72 of 81
When you choose Submitter’s own reference that is different from the Breeder’s reference in the original application, the new Submitter’s reference will be used as Breeder’s reference in the new application.
If the submitter’s own reference is empty or different from the breeder’s reference (example above) then a different IRN is assigned to the new application data. It may show up as a NA until you save the application.
Same authority/ different crops: the new application data will have a different IRN.
Different authorities/different crops: the new application data will have a different IRN.
Click on Yes, the form will be generated including prefilled questions.
It is possible to edit, save and submit a copied application data in the same way as for new application data.
UPOV PRISMA
User Guide
Page 73 of 81
Sign
Sign allows the authorized agent to complete “Declaration and Signature” chapter.
When the Authorized agent clicks on Signthey are not able to edit other chapters unless they have been granted edit permission by the breeder.
The Signatory can sign by clicking on the Sign icon .
When the Signatory clicks on Sign, the other chapters can’t be changed anymore.
Pay
In principle, the payment is done directly after submission. It is also possible to pay later by clicking on the link in the dashboard, for example if there is a problem in the payment procedure.
1. Click on “Pay”.
Page 74 of 81
2. The payment Details window is displayed. It shows the amount to be paid. Choose your payment method and click on “Continue”.
3. A popup window is displayed to invite to go the WIPO payment gateway.
4. Click on OK, the invoice details will be displayed.
UPOV PRISMA
User Guide
Page 75 of 81
5. Click on send in order to receive it by email.
6. Click on Go back in order to go back to the UPOV PRISMA dashboard.
Note: The transfer of money concerning the application fee to the PVP office will be effected as soon as possible but may take a few days between the time the payment is effected by the user and the time the payment is received by the PVP office.
Delete
In order to remove a pending application, click on Delete icon .
A pop up window including information about the deleted application data will be displayed as follows:
Page 76 of 81
6.2 Overview: Work in a team in UPOV PRISMA
Application related roles
In the Overview you can also see and manage roles related to the application. To access different roles, chose from the side menu. Under the Overview option, you can find Co-Drafters Management, Signatories and Agents.
Co-Drafters management
1. In order to assign “Co-Drafter” role, click on “Co-Drafters Management” button.
Note: The “Co-Drafter” role is assigned per application data. It can only be assigned for pending applications’ data.
UPOV PRISMA
User Guide
Page 77 of 81
2. Select a person from a list of already registered users in the system with Drafter/Co-breeder Admin/ Breeder Admin role.
3. After you choose a person, a button “Add as Co-Drafter” button shows up on the right. Click on the button to add the chosen person.
4. The list of Co-drafters is updated, click on “Save”.
Page 78 of 81
Signatories
1. In order to assign “Signatory” role, click on “Signatories” button.
Note: The “Signatory” role is assigned per application data. It can only be assigned for pending applications’ data.
2. Select a person from a list of already registered users in the system with “Signatory” role.
3. Click on “Add as Signatory” button.
UPOV PRISMA
User Guide
Page 79 of 81
4. The list of signatories is updated, click on “Save”.
Agents
In order to assign “Agent” role, click on “Agents” button.
Note: The “Agent” role is assigned per application data. It can only be assigned for pending applications’ data.
2. You have two options for selecting an agent. You can select from a list of already registered users in the system with “Agent” role or you can enter his/her email address, if your agent does not appear in the list.
Page 80 of 81
3. Click on Send invitations, read the disclaimer and click on OK.
4. An email will be sent to the agent with copy to you.
UPOV PRISMA
User Guide
Page 81 of 81
5. At Agents tab, your invitation appears as pending.
6. When the agent accepts or declines the inivation, an email will be sent to you.